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Create a fuel card mileage log
Create a fuel card mileage log

This article will explain how you can create a mileage claim if you pay for the fuel with a fuel card.

Written by Jack
Updated over a week ago

The mileage log has been designed for users who have a company vehicle. ExpenseIn is able to work out the private mileage which can then be deducted from your expenses or paid back to the employer. 

  1. Click the mileage log icon.

2. By default, the date and the description will be populated for you. You can amend these to reflect your preferred date and description. 

3. Your vehicle will have been created for you by your account administrator (unless they give you permission to do this yourself). 

4. You should enter the start odometer reading from your vehicle. Don't enter the end odometer reading yet as you will need to do this at the end of the month. 

5. You can attach fuel receipts to your claim by clicking Choose a receipt.

6. Navigate to the Journeys tab. 

7. By default, the date will be today's date but you can change it.

8. You should enter a description for your business journey.

9. You should enter the from and to journeys. You have the option to duplicate the journey and do a return journey. 

Please note: You can enter locations or you may want to add in postcodes instead (especially if this is part of your company's policy). 

ExpenseIn uses Google maps to calculate the distance for you. This can be changed by manually amending the distance. 

10. You can add more journeys to your log by clicking Add New Journey.

You can click Create to add that log to your Draft area. This means that you can continue to add more journeys throughout the month. 

To add more journeys, simply expand the claim and click Edit. You can navigate back to the Journeys tab and add extra journeys following above steps 7 - 10, once you've finished click Update.

When you are ready to submit your mileage claim you should input your end odometer. The system will look at the start and end odometer readings as well as the business journeys to calculate a negative value which will represent your private mileage. 

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